RESULTS AND DISCUSSION
The project, Drugs and Medicines Inventory and Monitoring System for
Benguet District Hospitals, is comprised of five district hospitals namely Abatan
Emergency Hospital, Atok District Hospital, Dennis Molintas Memorial Hospital,
Itogon Municipal Hospital, and Kapangan Medicare Community Hospital. They
are under the Provincial Health Office (PHO) department of the Benguet province
which monitors the operation of all District Hospitals, review, analyze and
consolidate reports submitted by the district hospitals for submission to the Office
of the Governor, CHD – CAR and other offices.
Procurement is one of the essential processes of the Benguet district
hospitals. It is an act of purchasing drugs and medicines. Through this process, the
hospital is able to obtain stocks which are the input for the inventory. If there is
no procurement, there will be no stocks. Thus, there would be no process of
inventory that will occur. The PHO is responsible in the purchasing of the drugs
The process in which procurement is done is as follows:
1. The end-user (PHO/ district hospitals) identifies the fast moving
and regular drugs and medicines on the ASPP or Annual Supply
Procurement Plan. ASPP is the list of supply needed for the
incoming year. It is based on the preferences of the Physicians and
Pharmacists, unfilled prescriptions and the consumption of
previous year. It is submitted to the Provincial Therapeutic
2. The PTC consolidates the list of fast moving and regular drugs and
medicines. After consolidation, it is forwarded to the Bids and
Awards Committee (BAC) for review and evaluation.
3. After it was reviewed and consolidated, the ASPP or the
Consolidated Purchase Request is submitted to the Provincial
Governors Office (PGO). The governor will either approve or
disapprove the ASPP. He will disapprove it if the proposed budget
indicated in the ASPP is higher than the allotted or approved
budget. If the proposed budget is low, it will be approved and the
excess will go back to the Revolving Fund of the district hospitals
and is given to the hospitals that need more budgets. It will be
approved if the proposed budget is not higher than the allotted
4. The Provincial Government will post criteria on the procedures
and the qualifications of a bidder for the drugs and medicines. If
there are qualified bidders, the bidders will wait for the schedule of
bidding. If there are less than two bidders, they will proceed to
5. The Bids and Awards Committee (BAC) issues the Notice of
Awards to the bidders who won the bidding. The Provincial
General Services Office prepares the Purchase Order. It is then
submitted to the PHO.
6. The PHO prepares the Trust Fund Utilization Slip. It is submitted
to the Provincial Accounting Office (PAO) to certify that funds
were earmarked for the purpose as indicated, and then it will be
submitted to the PGO for the approval of the Purchase Order.
7. After it is approved, the PGSO serves the Purchase Order to the
bidders who won. The PHO will receive the receipt of stocks or
Inspection – Preparation of vouchers for payment of stocks
delivered. If the winning bidders failed to comply with the one
month deadline of delivery of the stocks, the next qualified bidder
will be the one to supply.
8. The PHO will issue the stocks to the District Hospitals upon
request. The end-user prepares the vouchers and documents for
payment of stocks to replenish the Revolving Fund.
Drugs and Medicines inventory is done to check drug availability and to
ensure easy access on other drug features. It is the basis of ASPP for the next
year. Drugs and medicines are stored in five storage areas namely Stock Room,
which is the main storage area, Dispensary, Out-Patient Department (OPD)
cabinet, Emergency Room (ER) cabinet, and the Delivery Room cabinet.
The process in which inventory is done is as follows:
1. Each kind of drug or medicine has its own stock card where every
disposed drug or medicine is tallied manually per unit. It is done by the
Pharmacist. Every time a certain drug or medicine is brought out from
the pharmacy or stock rooms, it will be tallied on the stock card.
2. The pharmacist usually does the inventory every end of the month,
basing it from the stock cards. Random inventory is also done if the
pharmacist observed that there is a need to conduct an inventory on a
certain drug or medicine, it is usually done anytime because of some
discrepancy of information regarding that drug or medicine.
a) Monthly Inventory – The remaining supplies in every stock
room is determined by summarizing the contents of the stock
card. The summarized contents will be used in the Monthly
b) Random Inventory – A physical count is conducted randomly
on a certain drug in the stock rooms.
3. The information from the stock card is summarized in the Monthly
Inventory recording sheet. From the recording sheet, the information is
transferred by the pharmacist to a spreadsheet which will serve as the
inventory report for the month.
4. The monthly inventory report made by the Pharmacist will be
submitted to the Medical Officer IV. The Medical Officer IV signs the
5. Finally, the monthly inventory report will be submitted to the
Provincial Accounting Office.
Monitoring is done in order to determine the availability of a drug or
medicine. If there is an excess of stock, they may transfer it to a certain hospital
that is in need of the certain drug or medicine. If incase that they are out of stock,
they can request from the PHO if the certain drug or medicine is available. If it is
not available at the PHO, they may borrow from other district hospitals if such
drug or medicine is available. If there is still no availability of such drug or
medicine, their last option would be Emergency Purchase.
Monitoring is also done to monitor the expiration date of a certain drug or
medicine. It is also done for the pharmacist to know the current consumption of
indicator drugs. The result of the information compiled for the current indicator
drugs would be passed to the PHO and forwarded to the JICA (Japan International
Cooperation Agency) for further study of the experimental system they might
impose as a system of inventory.
The process in which monitoring is done as follows:
1. If a drug or medicine is near to its expiration date, the pharmacist
would separate it from all the stock rooms.
2. After which, the pharmacist will be going to classify it as either fast-
moving or slow-moving drug or medicine.
3. In this phase, the fast-moving drug or medicine should have three
months before its expiration date while slow- moving drug or medicine
should have at least six months before expiration date.
4. After classifying the fast-moving and slow-moving drug or medicine,
the pharmacist would either push or transfer the medicine.
5. The pharmacist will push the drug or medicine to the doctor so that it
will be the one to be consumed immediately but if the drug or
medicine can’t be pushed because there is no patient that needs the
drug or medicine, the drug or medicine will be transferred to other
district hospitals that need it.
6. If the drug or medicine is not pushed nor transferred and it expired, it
would be transferred or turned over to the PHO for proper disposal.